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Liverpool Women's NHS Foundation Trust

About

Liverpool Women’s NHS FT became part of NHS University Hospitals of Liverpool Group (UHLG) in November 2024, following the coming together with Liverpool University Hospitals NHS FT. UHLG was born from a shared aim to improve the care we provide to our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, UHLG is also their local NHS, providing general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

At Liverpool Women’s Hospital, each year we deliver approximately 7,500 babies, carry out around 50,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly and premature newborns, perform around 1,000 IVF cycles, and conduct over 4,000 genetic appointments.

We believe that this, along with a strong dedication to research and innovation, makes us the specialist health provider of choice in Europe for women, babies and families.

We will consider requests for flexible working on hiring.

For roles at Liverpool University Hospitals, visit their careers page.

Contact

Address: Liverpool Womens Hospital; Crown Street; Liverpool; Merseyside; L8 7SS
Contact Number: 0151 708 9988

Find out more

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Open

Ref: 159-LWH-130-25 Vacancy ID: 7259463

Deputy Technical Services Manager - Procurement and Distribution

Accepting applications until: 07-Jul-2025 23:59

Vacancy status: Open

Accepting applications until: 07-Jul-2025 23:59

Location

Gwefan: Crown St
Tref: Liverpool
Cod post: L8 7SS
Major / Minor Region: Merseyside

Contract type & working pattern

Contract: Permanent
Oriau: Full time - 37.5 hours per week

Salary

Cyflog: £37,338 - £44,962 per annum
Cyfnod cyflog: Yearly
Gradd: (Band 6)

Specialty

Prif leoliad: Pharmacy

We believe that this, along with a strong dedication to research and innovation, makes us the specialist health provider of choice in Europe for women, babies and families.

Liverpool Women’s has an excellent reputation and is a centre of excellence. It is an exciting environment to work in and a great place to develop your career for many years to come.

We invite you to review why Liverpool Women's Hospital is a great place to work: https://vimeo.com/556197652

We reserve the right to close any vacancies from further applications when we have received sufficient applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.

Swydd-ddisgrifiad a phrif gyfrifoldebau manwl

Job Summary

The post holder will organise and line manage the Pharmacy Purchasing and Invoicing teams across all University Hospital Liverpool Group (UHLG) sites. They will also provide support and deputise for the Technical Services Manager for Purchasing, Stores and Distribution as required.

They will monitor and manage Commercial Medicines Unit (CMU) pharmacy contracts and be responsible for ensuring the Pharmacy stock control system is kept up to date with the latest information.

They will monitor current and forecasted supply disruptions, liaising with the Procurement Pharmacist and taking necessary actions to ensure the safe and effective management of issues impacting on the Group.

They will co-operate with all pharmacy staff in providing and developing an efficient and comprehensive pharmaceutical service for patients across UHLG sites.

They will work in collaboration with the Pharmacy Stores Managers and supervise staff working in the Pharmacy Store as necessary.

Key Responsibilities

1. Ensure all Standard Operating Procedures for the Purchasing and Invoicing of goods are up to date and all staff are trained as per relevant SOPs. To ensure all SOPs reflect good practice. Ensure staff training records and all other documentation is completed and up to date.

2. Work with the Pharmacy stores managers to ensure stock levels reflect the requirements of UHLG Hospitals and external customers in order to limit financial risk to the Group (e.g. excessive stock, short expiry dated stock) whilst ensuring adequate availability.

3. Monitor sickness absence and complete documentation as required. Carry out wellbeing discussions on return to work after sickness absence as per Group policy, escalating any causes for concern to the Technical Services Manager.

4. Monitor, record and approve holiday requests for purchasing and invoicing staff with respect to staffing levels, workload and planning. Complete monthly approval for lieu time/pay for purchasing and invoicing staff.

5. Manage the daily workload of the department including allocation of staff duties, completing rotas and line management of all purchasing and invoicing staff.

6. Attend relevant Pharmacy staff meetings on a regular basis and to co-operate with the Chief Pharmacist regarding the strategic development of the Pharmacy Purchasing service.

7. Carry out annual appraisals for all purchasing and invoicing staff.

8. Liaise with and provide information to Purchasing staff and other Senior Purchasing ATOs in relation to initiating orders for stock items and other special items, directing and prioritising when needed.

9. Supervise Purchasing staff, and in their absence operate the Electronic Data Interchange (EDI)/Powergate (electronic purchasing of pharmaceuticals from pharmaceutical suppliers).

10. Respond to queries from all staff at UHLG sites regarding stock supply, lead times, supply issues and provide specialist technical advice on the procurement of medicines for the Group.

11. Lead and organise the purchasing and invoicing staff in maintaining contract details for CMU regional contracts and send contract information to external pharmacy contacts for both sites (e.g. Clatterbridge Pharmacy Ltd – CPL).

12. Support the Technical Services Manager for purchasing by attending CMU North-West Operational Group meetings when required. Ensure Group specific issues relating to contracts and contract lines are raised to the Regional Procurement Pharmacist. Attend external meetings relating to purchasing as and when required.

13. Ensure mandatory checks of Unlicensed medicines are carried out on receipt of deliveries in line with MHRA recommendations. Monitor the UL medicines process on all sites to ensure SOPs are followed and that documentation is completed and stored appropriately.

14. Support Cost Improvement Programmes (CIP) by ensuring cost savings identified are reported appropriately.

15. Monitor off contract spend and support the purchasing and invoicing team to identify off contract claims. Oversee the claim submissions to ensure that these are processed in line with the terms and conditions.

16. Utilise reporting within Exend+ and complete appropriate mapping to ensure external benchmarking data is accurate and up to date.

17. Monitor efficiency of invoice processing and provide support with invoice discrepancies.

18. Liaise with finance colleagues to resolve issues.

19. Highlight drug cost pressures to the Procurement Pharmacist and work together to support the rational and cost-effective purchase of medicines.

20. Be responsible for updating the Stock Manager portal with up-to-date information relating to stock shortages across the Group and work with the Procurement Pharmacist to manage issues.

21. Communicate key medicine shortages effectively.

22. Develop and maintain a procurement performance dashboard.

23. Support the Technical Services Manager for Purchasing by producing monthly reports for inclusion in the departmental KPIs.

24. Ensure ordering, invoice and computer documentation is completed and up to date.

25. Communicate with a wide range of healthcare professionals, pharmacy staff, external wholesalers and suppliers on a wide range of issues relating to medicines. This may include advice, guidance, statistical information and or financial information around contracts/invoices as well as stock shortages and issues.

26. Support the Pharmacy team with responding to medicine recalls of all classes. Participate in dealing with National Patient Safety alerts and ensure assigned actions are carried out or delegated appropriately.

27. Participate in ensuring the pharmacy computer system is operated effectively, automatic reordering levels are acceptable and efficient, prices are up to date and stock levels are correct. To liaise with the Pharmacy IM&T Manager / EPMA team when required.

28. Locate supplies of medicines in other hospitals, pharmaceutical manufacturers or wholesalers if required in an emergency.

29. Participate in external audits on the service.

30. When required, provide a service outside normal working hours for emergencies.

31. Undertake appropriate training courses and encourage other staff to undertake further training.

32. Participate in completing departmental rotas including Weekend, bank holiday and Christmas Rotas.

33. Work flexibly between sites to support the stores managers, including acting as the onsite supervisor at the Pharmacy off-site store. Provide cover for annual leave of the Stores Manager and sickness when required, possibly at short notice. Responsible for being a key-holder for the store and ensuring security of the site and staff, as well as opening and locking up the store.

34. Participate and co-operate with weekend, bank holiday, statutory holiday, early morning and evening services as per departmental arrangements.

35. Support the Technical Services Managers across the Group with recruitment when required.

36. Support equality and promote diversity.

Duties and Key Tasks

Clinical Governance / Quality

To co-operate with all pharmacy staff in providing and developing an efficient and comprehensive pharmaceutical service for patients of University Hospital Liverpool Group.

Education, Training & Development

To undertake appropriate training courses and encourage other staff to undertake further training.

Audit and Research

Audit of the service in line with requirements and participation in the external audits on the service.

Managerial/Leadership

Supervision and management of appropriate staff.

Finance

Managing specialist pharmaceutical ordering, dealing with suppliers, external and internal customer orders and queries. Stock control. Monitoring of invoicing procedures and invoice discrepancies. Liaison with credit controllers and finance colleagues.

Posts advertised to ‘internal staff’ are open to employees of hospitals within University Hospitals of Liverpool Group and you should confirm your employment within your application form.

Note: Under current Home Office Immigration Rules we are currently unable to offer right to work visa sponsorship for Band 2 and 3 roles with a salary of less than £25,000 pa as they do not meet the UK Visas & Immigration criteria.

Liverpool Women's NHS Foundation Trust has a responsibility and is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and for ensuring that they are protected from harm. Every employee of the Trust has a responsibility and is duty bound always to act in the best interest of a child or adult about whom we may have concerns.

Trust policy requires the cost of DBS applications be recovered via salary. The amount of £21.50(standard) or £41.50(enhanced) can be deducted from salary, in manageable monthly instalments for up to 3 months following commencement in post. DBS applications submitted from 2nd December will be subject to the new DBS fee of £26.40 (standard) and £54.40 (Enhanced).

The Trust is committed to creating a well-managed,flexible working environment that supports staff & promotes welfare & development. We are committed to promoting equality and diversity;we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community.We operate Zero Tolerance to aggression, violence, bullying and harassment.We will make reasonable adjustments to ensure our recruitment & selection process is accessible to all.Flexible Working applications will be considered.

If you are disabled and have special support needs in applying for a job, attending for an interview or in undertaking any tests as part of a selection process, please contact the Trust’s recruitment team on 0151 7064666 and someone from that team will ensure that the recruiting manager is aware of your particular needs.

Please Note: new entrants to the NHS will normally commence on the first paypoint of the relevant band.

LWH has a responsibility & is committed to safeguarding & promoting the welfare of children, young people & vulnerable adults & for ensuring that they are protected from harm. Every employee of the Trust has a responsibility & is duty bound always to act in the best interest of a child or adult about whom we may have concerns.

Liverpool Women’s Hospital is committed to having a workforce that is representative of the communities we serve. To this end, we particularly welcome applicants from racially minoritised backgrounds, who have a disability, or are members of the Armed Forces, Reservists or Veterans.

Applicant requirements

You must have appropriate UK professional registration.

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Person specification

Qualifications

Meini prawf hanfodol

BTEC Level 3 Diploma in Pharmaceutical Science or equivalent with appropriate underpinning knowledge
Registered with the General Pharmaceutical Council

Meini prawf dymunol

BTEC level 4 Diploma in Dispensing Accuracy Checking / equivalent
Management or leadership qualification

Experience

Meini prawf hanfodol

Demonstrable previous experience of working as a technician leader in a busy pharmacy environment
Experience of working in a purchasing environment including medicine ordering and contract management
Proven experience in operational & change management
Proven experience in management of staff
Experience of working in a multidisciplinary team
Development and review of SOPs
Human resources experience. Utilisation of departmental and Group policies to manage staff

Meini prawf dymunol

Experience of working in a pharmacy stores environment, providing a ward stock service
Experience of identifying and driving cost savings through good purchasing practice
Experience of responding to and coordinating actions from medicine recall notifications
Experience of recruitment process
Experience of leading meetings

Knowledge & Skills

Meini prawf hanfodol

Demonstrable knowledge of Pharmacy contracts, Frameworks and other purchasing related agreements
Extended knowledge of the Pharmacy stock control system and other IT systems used in pharmacy purchasing.
Knowledge of external bodies pertaining to purchase of medicines and their role in hospital pharmacy procurement
Knowledge of MHRA regulations for procurement of Unlicensed Medicines
Ability to use IT programmes and packages to support role
Ability to create, maintain and analyse reports
Ability to solve complex technical problems
Ability to review and adapt as and when circumstances dictate
Ability to provide expert technical advice to a range of healthcare professionals within the Group and externally
Excellent attention to detail
Excellent organisational and time management skills
Ability to prioritise workload for self and the team
Logical thought process
Assertiveness
Have a pro-active approach
Articulate and confident when communicating with others
Self-motivating and able to motivate/inspire others
Ability to work effectively under pressure whilst continuing to deliver key targets

Meini prawf dymunol

Extended knowledge of JAC/Wellsky
Knowledge of invoicing processes and terms of sale to NHS Groups.

Other

Meini prawf hanfodol

Evidence of continuous professional development
Willingness to be flexible and able to work between sites at short notice
Enthusiasm for the position
Enthusiasm for service development and innovation
Willingness to undertake further training as necessary

Documents

Further details / informal visits contact

Enw: Alex Jennings
Teitl y swydd: Deputy Chief Pharmacist
Cyfeiriad ebost: [email protected]
Rhif ffôn: 0151 529 3220
Gwybodaeth i gefnogi eich cais: If you have any questions then please contact Alex Jennings, Deputy Chief Pharmacist – Medicines Transformation Performance & Value on 0151 529 3220 or Lisa Hegarty, Pharmacy Technical Services Manager – Purchasing, Stores and Distribution on 0151 706 2073 / 529 3752.